A workflow is a step-by-step pipeline that moves people through a process — like a volunteer application, a baptism signup, a prayer request, or a leadership development track. Instead of every request landing in a single inbox or spreadsheet, each one becomes a card that flows through clearly defined stages until it's complete.
Key concepts
- Workflow — the overall pipeline you've set up (for example "Volunteer Application" or "Get Baptized").
- Stage — a step inside the workflow. Stages are columns on the board ("Prospect", "Background Check", "Onboarding", "Approved").
- Instance — one person moving through the workflow. Each instance shows up as a card on the board.
- Assignee — the staff member or volunteer responsible for moving a card forward at a given stage.
- Terminal stage — the final destination. Usually one for success ("Approved", "Hired", "Baptized") and one for the negative outcome ("Rejected", "Withdrew").
What it looks like
When you open a workflow, you'll see a board with one column per stage. Every person currently in the process is a card in one of the columns. As work happens, cards move to the right — either by drag-and-drop or by clicking Approve on the card. Each move is logged with a timestamp and the team member who made it, so you always have a full history.
Why use a workflow
- Nothing falls through the cracks. A card stuck in a column is a visible reminder that someone needs to act.
- Everyone sees the same picture. Pastors, ministry leaders, and admins all look at the same board.
- It scales. Whether you have 2 volunteer applications a month or 200, the board stays usable.
- Background checks and team assignments can be automatic. Configure a stage to create a background check or add the person to a team when they reach it — no manual handoff.